Section 1 THE UNDP EVALUATION FUNCTION

SECTION 1 THE UNDP EVALUATION FUNCTION

UNDP EVALUATION GUIDELINES June 2021 update

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CONTENTS

1.

THE UNDP EVALUATION FUNCTION ........................................................................... 1 1.1.

Introduction to the updated Evaluation Guidelines ............................................................... 1

1.1.1.

Why update the Evaluation Guidelines?......................................................................... 1

1.1.2.

Who are the Evaluation Guidelines for? ......................................................................... 2

1.1.3.

Structure of the updated Evaluation Guidelines ............................................................ 2

1.2.

The UNDP evaluation function................................................................................................ 3

1.2.1.

What is evaluation? ........................................................................................................ 3

1.2.2.

Why does UNDP evaluate? ............................................................................................. 3

1.2.3.

Types of evaluations in UNDP ......................................................................................... 6

1.2.4.

United Nations evaluation principles, norms and standards.......................................... 7

1.2.5.

UNDP evaluation governance structure ......................................................................... 9

Figure 1. The UNDP evaluation function ............................................................................................... 3 Figure 2. Examples of other oversight, accountability and assessment functions .............................. 5 Table 1. Distinctions between monitoring and evaluation .................................................................. 5 Table 2. UNEG norms for evaluations.................................................................................................... 7 Table 3. UNEG evaluation standards ..................................................................................................... 8

1. THE UNDP EVALUATION FUNCTION Section 1 introduces the updated UNDP Evaluation Guidelines and describes the UNDP evaluation function.

1.1. Introduction to the updated Evaluation Guidelines 1.1.1. Why update the Evaluation Guidelines?

Welcome to the 2021 updated Evaluation Guidelines. The Guidelines have been updated to reflect feedback from trainings and interviews, and recent changes in UNDP, bringing them into line with the new UNDP Evaluation Policy and the United Nations Sustainable Development Cooperation Framework (UNSDCF).

The following documents are of particular importance for the UNDP evaluation architecture: ➢ UNDP, 2019, Revised UNDP Evaluation Policy.1 The Evaluation Policy sets out the purpose and basic principles of evaluation and defines the institutional architecture of evaluation for UNDP and its associated funds and programmes. ➢ UNDP, 2020, Social and Environmental Standards.2 The revised Standards underpin the UNDP commitment to mainstream social and environmental sustainability. ➢ UNDP, 2018, Gender Equality Strategy 2018-2021. 3 This strategy provides a road map to integrate gender equality into all aspects of UNDP work. ➢ UNDP, 2018, Disability Inclusive Development in UNDP. Guidance Note.4 The Guidance Note incorporates a reflection on UNDP comparative advantage and the diversity and depth of interventions undertaken by UNDP. ➢ United Nations Evaluation Group (UNEG), 2020, Ethical Guidelines for Evaluation.5 This is a revision of the original document published in 2008. ➢ UNEG, 2018, Guidance on Evaluating Institutional Gender Mainstreaming. 6 This practical guide was designed to advocate a common approach to assessing progress of institutional gender mainstreaming in the United Nations system. ➢ UNEG, 2016, Norms and Standards for Evaluation.7 The UNEG Norms and Standards are a foundational document intended for all United Nations evaluation bodies. ➢ UNEG, 2014, UNEG Integrating Human Rights and Gender Equity in Evaluations.8 This is an in-depth handbook designed to serve as a field guide. ➢ In addition, various UNEG guidelines9 have been introduced or adjusted in recent years. ➢ United Nations, 2018, System-Wide Policy on Gender Equality and the Empowerment of Women (SWAP) Evaluation Performance Indicator. Technical Guidance. 10 SWAP was developed as a means of furthering the goal of gender equality and women’s empowerment within policies and programmes.

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Access at: http://web.undp.org/evaluation/policy.shtml Access at: https://www.undp.org/content/undp/en/home/librarypage/operations1/undp-social-and-environmentalstandards/ 3 Access at: https://www.undp.org/content/undp/en/home/librarypage/womens-empowerment/undp-gender-equalitystrategy-2018-2021.html 4 Access at: https://www.undp.org/content/undp/en/home/librarypage/democratic-governance/human_rights/disabilityinclusive-development-in-undp.html 5 Access at: http://www.unevaluation.org/document/detail/2866 6 Access at: http://www.unevaluation.org/document/detail/2133 7 Access at: http://unevaluation.org/document/detail/1914 8 Access at: http://www.unevaluation.org/document/detail/1616 9 Access at: http://www.unevaluation.org/document/guidance-documents 10 Access at: http://www.unevaluation.org/document/detail/1452 2

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➢ Organization for Economic Cooperation and Development (OECD) Development Assistance Committee (DAC) Network on Development Evaluation, Better Criteria for Better Evaluation, 2019, Revised Evaluation Criteria Definitions and Principles for Use.11 This update includes adapted definitions of the evaluation criteria and reflects new policy priorities, including the 2030 Agenda for Sustainable Development and the Paris Climate Agreement. ➢ UNDP, 2018, Updated UNDP programme and operations policies and procedures (POPP)12 for project and programme management (PPM).13 These guidelines reflect changes resulting from streamlining of the POPPs in 2018. ➢ United Nations, 2019, United Nations Sustainable Development Cooperation Framework.14 This cooperation framework is the new planning and implementation instrument for all United Nations development activities within countries, replacing the former United Nations Development Assistance Framework (UNDAF). ➢ The Sustainable Development Goals (SDGs), 2030 Agenda and the UNDP Strategic Plan, 2018-202115 are also reflected in these Guidelines.

1.1.2. Who are the Evaluation Guidelines for?

The Evaluation Guidelines target a variety of audiences: ➢ Programme units, including headquarters departments and bureaux, regional bureaux and country offices. ➢ UNDP staff in country offices, regional bureaux, regional centres and headquarters. This includes project and programme staff and managers involved in: • • • • •

Planning evaluations; Commissioning evaluations; Managing evaluations; Recruiting evaluators; Using evaluation results.

➢ UNDP senior management who oversee and assure the quality of the planning, monitoring and evaluation processes and products, and use monitoring and evaluation (M&E) for decision-making, including resident representatives, deputy resident representatives, and outcome, sector or programme managers. ➢ The UNDP Office for Audit and Investigations can use the Guidelines in its audit function, as they provide detailed procedures on evaluation planning, content and implementation processes. ➢ Stakeholders and partners, such as governments, civil society organizations, the private sector, United Nations and development partners and beneficiaries involved in UNDP planning, monitoring and evaluation processes. ➢ The UNDP Executive Board, which oversees and supports the activities of UNDP, ensuring that the organization remains responsive to the evolving needs of programme countries. ➢ Evaluators and researchers who need to understand the guiding principles, standards and processes for evaluation within the UNDP context.

1.1.3. Structure of the updated Evaluation Guidelines

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Access at: https://www.oecd.org/dac/evaluation/revised-evaluation-criteria-dec-2019.pdf Access at: https://popp.undp.org/SitePages/POPPRoot.aspx 13 Access at: https://popp.undp.org/SitePages/POPPBSUnit.aspx?TermID=1c019435-9793-447e-89590b32d23bf3d5&Menu=BusinessUnit 14 Access at: https://unsdg.un.org/resources/united-nations-sustainable-development-cooperation-framework-guidance 15 Access at: http://strategicplan.undp.org/ 12

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The Evaluation Guidelines are organized in a number of sections, which can be used in sequence or as stand-alone pieces, and are intended to be a living and continuously evolving document.

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Section 1 gives an overview of the evaluation function and governance structure within UNDP.

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Section 2 outlines the different types of evaluation undertaken across UNDP.

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Section 3 details evaluation planning processes.

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Section 4 details the preparation, implementation and use of evaluations.

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Section 5 details the roles and responsibilities for planning, implementing and overseeing decentralized evaluations.

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Section 6 gives an overview of the annual quality assessment of evaluations.

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Section 7 considers a list of frequently asked questions (FAQ) about evaluation.

Sections will be updated regularly considering changing needs for evaluation guidance, as well as changes in UNDP policy and approaches. Additional sections or companion pieces will be developed in future.

Throughout the Evaluation Guidelines are links to other guidance and policies of relevance to evaluation in UNDP.

1.2. The UNDP evaluation function Section 1 of the Evaluation Guidelines introduces the role of the evaluation function within UNDP.

1.2.1. What is evaluation?

DEFINITION: An evaluation is an assessment, conducted as systematically and impartially as possible, of an activity, project, programme, strategy, policy, topic, theme, sector, operational area or institutional performance. It analyses the level of achievement of both expected and unexpected results, by examining the results chain, processes, contextual factors and causality, using appropriate criteria such as relevance, coherence,16 effectiveness, efficiency, impact and sustainability. An evaluation should provide credible, useful, evidence-based information that enables the timely incorporation of its findings, recommendations and lessons into the decision-making processes of organizations and stakeholders.17

Learning

Evaluation in UNDP Transparency

Accountability

Figure 1. The UNDP evaluation function

1.2.2. Why does UNDP evaluate?

Evaluation is critical for UNDP to progress towards advancing sustainable human development.

Evaluations help to ensure that the goals and organizational initiatives are aligned with the UNDP Strategic Plan and support the 2030 Agenda and the SDGs, as well as other global, national and The “Coherence“criterion was introduced by OECD/DAC in 2019. It refers to the compatibility of the interventions in a country, sector or institution. Also see: https://www.oecd.org/dac/evaluation/revised-evaluation-criteria-dec-2019.pdf 17 UNEG Norms and Standards for Evaluation, http://www.unevaluation.org/document/detail/1914 16

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corporate priorities. When used effectively, evaluations support programmatic improvements, knowledge generation and accountability. Evaluation is: • • •

A means to strengthen learning within our organization and among stakeholders, to support better decision-making.

Essential for accountability and transparency, strengthening the ability of stakeholders to hold UNDP accountable for its development contributions.

Often intended to generate empirical knowledge about what has worked, what has not, and why. Through the generation of evidence and objective information, evaluations enable programme managers and other stakeholders to make informed management decisions and plan strategically.

Factors supporting effective evaluation Engaging independent external evaluators is a means to avoid undue influence and bias, ensuring objective and credible evaluation results.

The likelihood of an evaluation being high-quality and useful is increased when the starting point is a good project or programme results framework (theory of change), articulating how activities and outputs are expected to lead to desired outcomes and results. Performance indicators should be SMART: Specific, Measurable, Achievable, Relevant and Time-bound.

All evaluations need to be built on explicit results frameworks and theories of change.

Since the promotion of gender equality, human rights and disability concerns are guiding principles for all United Nations entities, these interrelated issues need to be incorporated into all evaluations.

This is clearly addressed in the UNDP Evaluation Policy. Further details will be provided in all relevant sections throughout these Guidelines.

All evaluations need to consider gender mainstreaming, human rights and disability concerns.

How does evaluation fit into broader oversight, accountability and assessment functions?

The United Nations and UNDP have a number of oversight, accountability and assessment tools and functions in addition to evaluation, which have different purposes. Figure 2 highlights some examples of these.

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Figure 2. Examples of other oversight, accountability and assessment functions There is a clear difference between monitoring and evaluation.

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Monitoring provides managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results.

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Evaluation is an independent judgement based on set criteria and benchmarks.

The importance of monitoring for evaluation resides in the availability of relevant and reliable data which can and should be used for evaluation. Table 1 sets out the differences between monitoring and evaluation in a nutshell:18

Table 1. Distinctions between monitoring and evaluation MONITORING • • • •

•

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Continuous Part of regular management During implementation Process-oriented and focused on progress achieved according to implementation plans

EVALUATION • • • •

Periodic Independent from management Before, during or after implementation Impact-oriented, objectives assessed at higher levels

• Monitoring data used and data from Routine data collected as per results matrix multiple sources collected, analysed and interpreted. Data is triangulated

Taken from the UNEG Norms and Standards for Evaluation 2016. http://www.unevaluation.org/document/detail/1914

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Causal questions are not necessarily raised

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Not independent (internal)

• Causal questions and theory of change are analysed and questioned • Independent (external)

The programme or implementing unit M&E plan is an essential tool identifying the baselines and indicators for which data is to be collected. It also needs to define when each type of data will be collected.

1.2.3. Types of evaluations in UNDP UNDP has a dual evaluation system, with: 1. Independent evaluations, such as independent country programme evaluations (ICPEs) 19 and UNDP-wide thematic evaluations, undertaken by the Independent Evaluation Office (IEO) and fully independent of UNDP management and implementing agencies. Independent evaluations inform the decision-making process with credible recommendations, support learning and ensure accountability across the organization.

2. Decentralized evaluations undertaken by UNDP programme units such as the Bureau for Policy and Programme Support (BPPS), regional bureaux and country offices to capture lessons learned for future programming and planning, and to ensure accountability. Various types of decentralized evaluations exist in UNDP, but the most common are project and outcome evaluations. Programme units do not conduct evaluations themselves, but commission external evaluation consultants to do so.

Although the institutional arrangements (including mandates, accountability lines and operational modalities) of independent and decentralized evaluations are different, they complement and reinforce each other. Decentralized evaluations, particularly outcome evaluations, provide relevant information for independent evaluations of country programmes and evaluations of thematic and regional programmes conducted by IEO. In conducting independent evaluations, IEO may carry out country case studies, including reviews of relevant decentralized evaluations, or apply a metaevaluation approach and draw extensively from country- or region-specific decentralized evaluations.

Similarly, decentralized evaluations may draw on the analysis provided in relevant independent evaluations and case studies.

Section two provides definitions of different types of evaluations.

Building national evaluation capacity Apart from conducting independent and decentralized evaluations, IEO and UNDP support national evaluation capacity, which has also been identified as a programmatic priority in line with General Assembly resolution 69/237.

When appropriately tailored to national circumstances and priorities, the evaluation function can be an effective country-led vehicle for greater citizen accountability. This can accelerate progress towards national SDG priorities, drawing on contributions from indigenous peoples, civil society, the private sector and other stakeholders, including national parliamentarians.20

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Prior to 2018, independent country programme evaluations were known as assessments of development results. http://web.undp.org/evaluation/policy.shtml, para 7

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In order to support governments to assess their national evaluation capacities, IEO developed an online self-assessment tool,21 which provides a flexible and practical framework to: a) b) c) d)

facilitate development or strengthening of a national evaluation framework for the SDGs; respond to existing gaps in national evaluation thinking and practice; inform country-led evaluation processes and systems; and respond to countries’ preferences for national evaluation diagnostics.

The IEO also organizes biannual National Evaluation Capacity conferences. Conference proceedings are available on the IEO website.22

1.2.4. United Nations evaluation principles, norms and standards Evaluations across UNDP and the wider United Nations system, both independent and decentralized, are guided by a set of clear principles, norms and standards developed by UNEG.23 These evaluation principles adhere to impartiality, credibility and utility, and are interrelated.

The UNEG Norms and Standards for Evaluation (2016)24 provide a detailed overarching framework for United Nations organizations in the implementation of evaluations and the evaluation function.

The UNDP Evaluation Policy and these Evaluation Guidelines are built on the foundation of this agreed framework.

Table 2. UNEG norms for evaluations UNEG Norms

Summary explanations It is the responsibility of evaluation managers and evaluators to uphold and promote the principles and values of the United Nations. This includes respect, promotion and contribution to the goals and targets set out in the 2030 Agenda for Sustainable Development.

There must be a clear intention to use the evaluation’s analysis, conclusions and recommendations to inform decisions and actions. This implies relevant and timely contributions to organizational learning, informed decision-making processes and accountability.

Evaluations must be credible. This requires independence, impartiality and a rigorous methodology. Key elements of credibility include transparent evaluation processes, involving relevant stakeholders and robust quality assurance systems as well as an ethical approach.

Independence allows evaluators to conduct their work without any influence from another party and without any negative effects on their careers.

Additionally, the organization’s evaluation function needs to be positioned independently from management functions, setting their own agenda and with adequate resources.

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http://web.undp.org/evaluation/guidance.shtml#dig http://web.undp.org/evaluation/nec/nec.shtml 23 UNEG is an interagency professional network that brings together evaluation units from across the United Nations system, including United Nations departments, specialized agencies, funds and programmes, and affiliated organizations. It currently has 50 members and observers. Also, see: http://www.unevaluation.org/about 24 UNEG Norms and Standards for Evaluation, 2016, http://www.unevaluation.org/document/detail/1914 22

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Impartiality includes objectivity, professional integrity and absence of bias at all stages of the evaluation process. Evaluators must not have been, or expect to be, directly responsible for the policy-setting, design or management of the evaluation subject.

Evaluation must be conducted with the highest standards of integrity and respect for the beliefs, manners and customs of the social and cultural environment; for human rights and gender equality and for the ‘do no harm’ principle.

Transparency is an essential element of evaluation that establishes trust and builds confidence, enhances stakeholder ownership, and increases public accountability. Evaluation products should be publicly accessible.

The universally recognized values and principles of human rights and gender equality need to be integrated into all stages of an evaluation., underpinning the commitment to the principle of ‘no-one left behind’.

Building capacity for the evaluation of development activities at the country level, national evaluation capacities should be supported upon the request of Member States.

Evaluations must be conducted with professionalism and integrity. These are supported by an enabling environment, institutional structures and adequate resources.

UNEG has also outlined evaluation standards, which provide a framework for the improvement of all United Nations evaluations functions. Table 3 sets out the five evaluations standards to be applied.

Table 3. UNEG evaluation standards

Standard 1: Institutional framework

Standard 2: Management of the evaluation function Standard 3: Evaluation competencies

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1.1 1.2 1.3 1.4 1.5

An effective structure of the evaluation function An evaluation policy An evaluation planning and reporting system A management response follow-up mechanism An explicit evaluation disclosure policy

2.1

A head of evaluation who ensures that evaluation work adheres to norms and standards, secures that the evaluation function is fully operational and duly independent Evaluation guidelines Global leadership, setting standards and oversight, and adapting to new developments

2.2 2.3 3.1

Individuals engaged in designing, conducting and managing evaluation activities possess the core competencies 25 required for their role in the evaluation process

Also, see UNEG Evaluation Competency Framework, http://www.unevaluation.org/document/detail/1915

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3.2

All people engaged in the evaluation process conform to the agreed ethical standards and principles to ensure credibility

4.1

Evaluations are designed to provide timely, valid and reliable information, which is relevant to the subject being assessed An evaluability assessment is prepared Terms of reference are provided including the evaluation purpose, scope, design and plan The evaluation scope and objectives are identified Evaluation methodologies are sufficiently rigorous Diverse stakeholders are engaged, and reference groups defined The human rights-based approach and gender mainstreaming strategy were incorporated into the design of the evaluation The evaluation team is selected through an open and transparent process The final evaluation report is logically structured and contains evidence-based findings, conclusions and recommendations Recommendations should be firmly based on evidence and analysis, clear, results-oriented and realistic in terms of implementation The evaluation function has an effective communication strategy for disseminating evaluation findings and enhancing evaluation use

4.2 4.3

Standard 4: Conduct of evaluations

4.4 4.5 4.6 4.7 4.8 4.9 4.10 4.11

Standard 5: Quality standards

5.1 5.2 5.3

There is a framework or system for quality assurance The quality of evaluations is controlled during design stages The quality of evaluations is controlled during final stages

UNDP evaluation policy Evaluation in UNDP should follow the principles outlined in the 2019 Evaluation Policy,26 which stem from General Assembly resolutions and UNDP Executive Board decisions.

The Evaluation Policy clearly outlines the roles and responsibilities for evaluation and its oversight within UNDP. The Policy clearly calls for a distinction between evaluation and monitoring, both in function and budget, and establishes a budget benchmark for evaluation, separate from monitoring resources (financial and human), for the first time in UNDP. Under the Evaluation Policy, UNDP aims at “allocating 1 per cent of combined programmatic (core and non-core) resources to the evaluation function on an annual basis, with 0.3 per cent reserved for the work of the Independent Evaluation Office”.27

Furthermore, the Policy states that resources are allocated to evaluation through a series of evaluation plans, covering programmes at the country, regional and global levels, as well as through the IEO medium-term evaluation plan.

1.2.5. UNDP evaluation governance structure

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Access at: http://web.undp.org/evaluation/policy.shtml http://web.undp.org/evaluation/policy.shtml, para 27.

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This section provides an overview of the roles and responsibilities relating to evaluation, within implementing units. According to the UNDP Evaluation Policy: 1.

The UNDP Executive Board “is the custodian of the evaluation policy; annually considers its implementation, and periodically commissions independent reviews of the policy.” 28 The Board approves the biennial financial appropriation to IEO, as well as its annual programme of work. The IEO submits independent thematic and programmatic evaluations to the Executive Board, which approves or notes the management responses as appropriate.

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The IEO “is a functionally independent unit with UNDP that supports the oversight and accountability functions of the Executive Board and the management of UNDP, the United Nations Capital Development Fund and United Nations Volunteers programme. The structural independence of the Office underpins and guarantees its freedom to conduct evaluations and report evaluation results to the Executive Board.”29 As custodian of the evaluation function, the IEO conducts independent evaluations, sets standards and guidelines, manages the systems for quality assessment and evaluation planning and use through the Evaluation Resource Centre, and develops products to support organizational learning, knowledge management and evaluation capacity development. The IEO also participates in UNEG, which works to strengthen the objectivity, effectiveness and visibility of the evaluation function across the United Nations system.

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The UNDP Administrator “(a) safeguards the integrity of the evaluation function, ensuring its independence from operational management and activities; (b) ensures that adequate financial resources are allocated to the evaluation function across the organization, in accordance with the Executive Board-approved financial appropriation for Independent Evaluation Office, and reports to the Board annually on the volume of resources that the organization has invested in evaluation; (c) ensures that the Office has unfettered access to data and information required for the evaluation of UNDP performance; and (d) appoints the Director of the Office in consultation with the Executive Board, taking into account the advice of the Audit and Evaluation Advisory Committee.”30

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UNDP programme and policy units (headquarters, regional and country offices) “commission decentralized evaluations according to evaluation plans that coincide with relevant programmes (regional and country) and global projects. The evaluations are to be carried out by independent external consultants, and UNDP management shall take all necessary actions to ensure the objectivity and impartiality of the process and persons hired.”31

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The BPPS, in addition to undertaking its own evaluations, “coordinates communication between UNDP management and the Independent Evaluation Office and advises regional bureaux on the decentralized evaluation function for UNDP. The Bureau works with the monitoring and evaluation staff of UNDP units to ensure that evaluation plans are properly implemented. Together with the Office, the Bureau provides guidance to UNDP units on the use of evaluation findings and lessons to improve organizational decision-making and accountability and synthesizes evaluation lessons for institutional learning. It also monitors implementation of the management responses to independent evaluations and decentralized evaluations in UNDP.”32

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http://web.undp.org/evaluation/policy.shtml, para 36 http://web.undp.org/evaluation/policy.shtml, para 41 30 http://web.undp.org/evaluation/policy.shtml, para 37 31 http://web.undp.org/evaluation/policy.shtml, para 38 32 http://web.undp.org/evaluation/policy.shtml, para 39 29

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6.

Regional bureaux, in addition to implementing their own evaluations, support country offices in the development of evaluation plans and implementation of evaluations and oversee implementation of evaluation plans through their appointed evaluation focal points.33

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Bureau and country office senior management (bureau directors, resident representatives and country directors) are responsible and accountable for the development of units’ evaluation plans and ensuring their timely implementation.

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The Audit and Evaluation Advisory Committee, expanded to include evaluation oversight functions, advises the UNDP Administrator on: o o o o o

The Evaluation Policy; Appointment and dismissal of the IEO Director; IEO multi-year and annual workplans, budgets and periodic reports; Thematic and programmatic evaluation reports and management responses; The UNDP decentralized evaluation function and national evaluation capacity programming.34

The Committee also periodically receives, and comments on, the IEO programme of work, and appraises the performance of the IEO Director annually. It further helps to safeguard the Evaluation Policy.

More detail on roles and responsibilities can be found in section five of the Guidelines.

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Regional bureaux must ensure that there is an M&E focal point, responsible for supporting and overseeing evaluation, based at the regional level. Evaluation focal points should have results-based management, M&E, planning or evaluation capacity.

34 http://web.undp.org/evaluation/policy.shtml, para 53 and 55

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